Technical Systems & Documentation Specialist (2731)

The Word & Brown Companies is seeking a Technical Systems & Documentation Specialist to support cross-functional projects and operational initiatives. This role involves coordinating projects, maintaining documentation, and supporting system updates while working closely with various teams. Responsibilities Serve as a Project Coordinator for initiatives across Choice Administrators and Word & Brown divisions Assign and track project tasks to ensure timely completion and alignment with project goals Facilitate cross‑functional meetings, capture action items, prepare project documentation, and provide progress updates to stakeholders Support small- to mid-scale projects using Monday.com and other project management tools Identify opportunities to streamline Shared Services and Operations through improved workflows, automation, and enhanced documentation Create and maintain detailed documentation for all technical systems, workflows, and operational procedures across Shared Services and Operations Maintain a centralized SharePoint repository to support audits, training, and organizational knowledge sharing Document CTP operational processes and ensure consistent version control and accessibility Standardize documentation formats and ensure alignment with organizational requirements Track User Acceptance Testing by documenting issues or bugs along with lessons learned Conduct retrospective meetings with leadership presenting lessons learned, next steps Document vendor requirements, SLAs, equipment specifications, and contract terms for all hardware and software Coordinate with leadership and vendors to ensure timely renewals, compliance, and resolution of service issues Track and document all vendor interactions, maintenance schedules, and equipment lifecycle details Expedite collection of signatures and support procurement and legal teams with contract documentation Support physical and digital inventory audits to ensure accuracy and alignment with operational needs Interact with clients, vendors, and visitors in a friendly and professional manner Prepare reports, presentations, and project materials for leadership Maintain consistent and reliable attendance, whether on-site or remote, as an essential function of the role Assist in the fulfillment of Cal Choice and Choice Builder monthly renewals On-site or remote regular attendance and punctuality are essential functions of the job Performs other business tasks or functions as assigned Skills Excellent written and verbal communication skills with strong attention to detail Proficient in Microsoft Office programs, including Word, Excel, PowerPoint, as well as Outlook Experience with Microsoft 365 tools, especially SharePoint, Teams, and OneDrive Familiarity with process documentation, SOP creation, and workflow mapping Strong organizational skills with the ability to coordinate multiple projects and priorities across departments Ability to collaborate with cross-functional teams, IT, leadership, and external vendors Ability to work well in a fast‑paced, deadline‑driven environment Ability to multitask effectively Adhere to all PHI (Protected Health Information) and HIPAA (Health Insurance Portability and Accountability Act) guidelines High School Diploma or equivalent required Must be able to sit for extended periods of time and occasional standing and walking Must have adequate hearing for phone work Vision requirements include close vision and the ability to adjust focus Must be able to communicate effectively in English Must be able to use a keyboard and other office equipment Ability to lift up to 50 pounds occasionally Knowledge of the health insurance industry and prior customer service experience preferred Four (4) year college degree preferred Company Overview The Word & Brown Companies provides health insurance solutions to individuals and families. It was founded in 1985, and is headquartered in Orange, California, USA, with a workforce of 501-1000 employees. Its website is Company H1B Sponsorship The Word & Brown Companies has a track record of offering H1B sponsorships, with 1 in 2021. Please note that this does not guarantee sponsorship for this specific role.